Objective
To understand what users will receive what notifications from PolicyStat
Environment
PolicyStat
Answer
Email is one of the primary means users are alerted of documents requiring their action in PolicyStat. Users must have an email added to their user account to receive any notifications: via email or in the notification area. Email notifications must be enabled on the home site where the user account resides in order for email notifications to send.
For more information on notifications, see How Does PolicyStat Alert Users?
A key concept that applies to several notifications is the idea of policy ownership. Policy ownership applies to any person who is either the explicit Owner, an Area Manager in this Area, or a PolicyStat Site Administrator.
Email Notifications Sent by PolicyStat
Policies Requiring Your Action This Week
Who Receives this Email?: All user roles
Default Email Notification Setting: ON
When Is It Sent?
Weekly on Monday evenings
What does the notification mean?
This weekly report reminds you of any policies requiring your approval and any policies you've been assigned to read and acknowledge.
For additional information:
Share >> Email PDF
Who Receives this Email?: All user roles
Default Email Notification Setting: ON (always)
When Is It Sent?
When a user viewing a policy clicks Share >> Email PDF >> Send Email and distributes the email via their email provider (e.g. - Outlook, Gmail).
What does the notification mean?
You are provided a link to view and print a PDF version of the policy that is valid for 30 days.
For additional information:
- What are the Print PDF and Share options?
- How Do I Get the Share/Email PDF option to work correctly - (default email application not set)?
Collaboration Invite
Who Receives this Email?: Collaborators
Default Email Notification Setting: ON
When Is It Sent?
Immediately after the comment is made.
What does the notification mean?
You were invited to collaborate on a pending or draft policy.
For additional information:
Collaboration Comment
Who Receives this Email?: Collaborators
Default Email Notification Setting: ON
When Is It Sent?
Immediately after the comment is made
What does the notification mean?
A comment was made on a policy approval process that you are involved in.
For additional information:
Policies Requiring Your Approval
Who Receives this Email?: Owners, Approvers, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after the prior approver marks their approval.
What does the notification mean?
A policy has been sent through an approval process and requires your review.
For additional information:
Scheduled Policy
Who Receives this Email?: Owners, Approvers, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Daily
What does the notification mean?
You will receive this email if any documents that you own are scheduled to become effective in 5 days.
For additional information:
Pending Policy Scheduled to Become Active
Who Receives this Email?: Owners, Approvers, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Daily
What does the notification mean?
You will receive this email on documents still pending approval that are scheduled to become effective in 5 days.
For additional information:
Policy Completed Approval, Now Active
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after the final approver marks their approval.
What does the notification mean?
A policy you own (or manage as part of your Area) has been approved and is active.
For additional information:
Policy Retired
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: OFF
When Is It Sent?
Immediately after the policy has been retired.
What does the notification mean?
A policy you own (or manage as part of your Area) has been retired.
For additional information:
Review Set Creation
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after the review set has been created.
What does the notification mean?
A committee review set is created that requires your participation.
Managed Acknowledgments Report
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: OFF
When Is It Sent?
Weekly on Monday evenings
What does the notification mean?
Policies that you control (own or manage) have been assigned to users for acknowledgment and those acknowledgments have not yet been completed.
For additional information:
Expiring Policies Report
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
First Monday of each month
What does the notification mean?
You receive this email if any policies that you own are up for review within the next 90 days and have not yet been started through an Approval Workflow. Reminder emails are sent at 90 days, 60 days, and 30 days. The link in the email notification will include the Past Due Policies as well.
For additional information:
- What is the Policies Due for Review report?
- How do I make a Revision or Start a New Version of an Expired Active Policy?
- Can I Start the Approval Process in Bulk?
- What are Approval Workflows?
Pending Policies on the Same Step for 30 Days or More
(Owner / Site Admin Only)
Who Receives this Email?: Owners, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Last day of each month
What does the notification mean?
You receive this email if any policies that you own have remained on the same step on an Approval Workflow for at least 30 days.
Inactive Users Still Have Responsibilities
Who Receives this Email?: Site Admin
Default Email Notification Setting: ON
When Is It Sent?
First Monday of each month
What does the notification mean?
This monthly email alerts Site Administrators that there are users who have been marked as inactive that still have responsibilities within PolicyStat. These users should have their responsibilities transferred to someone else.
For additional information:
New Users Created This Week
Who Receives this Email?: Site Admin
Default Email Notification Setting: ON
When Is It Sent?
First Monday of each month
What does the notification mean?
Want to stay up to date on user account created at your sites? This notification goes out to Site Administrators if there were new user accounts created on their sites in the previous week.
For additional information:
Enterprise Policy Sharing Notifications
Template Shared
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after a template is shared to your site.
What does the notification mean?
A new template has been shared to your site and is ready to be reviewed and published as a local version.
Template Unshared
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after a template has been unshared from your site.
What does the notification mean?
A template is not longer being shared to your site, meaning it will receive no additional updates from the system site. You should review the contents of your site's version of the policy and determine if the document should be retired.
Template Retired
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
A template being shared with your site has been retired.
What does the notification mean?
With the template retired, no additional updates will come from the system site. You should review the contents of your site's version of the policy and determine if the document should be retired. Your local version will not be otherwise impacted until you take action
New template version
Who Receives this Email?: Owners, Area Managers, Area Administrators, Site Admin
Default Email Notification Setting: ON
When Is It Sent?
Immediately after a updates to a template have been approved.
What does the notification mean?
Your local document needs to be reviewed and updated with changes from its template. Once your local version complete the approval workflow, the changes will be reflected in your active document.
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